Glossary¶

A reference guide to the key terms and concepts used throughout VettingGateway.

Allocation The process of assigning a submitted profile to a team. Allocation can be configured to balance automatically across teams, or set manually per profile or bundle. See Allocation.

Applicant The individual being vetted. Applicants are invited by your organisation to complete their profile and submit it for background checking.

Automation Rules that control how VettingGateway automatically chases applicants and referees when action is overdue. Configured per organisation in Organisation Settings. See Automation.

Bundle A preconfigured set of background checks used to invite an applicant. Bundles define what checks are required, which workflow applies, and which reference templates are used. VettingGateway provides standard bundles (e.g. UK Aviation 4), and organisations can create their own. See Custom Bundles.

CRC (Criminal Record Check) A check against criminal records, processed via the Disclosure and Barring Service (DBS). Available at Basic, Standard, and Enhanced levels. See Criminal Record Checks.

DBS (Disclosure and Barring Service) The UK government body responsible for processing criminal record checks. VettingGateway integrates with the DBS to allow organisations to request Basic, Standard, and Enhanced checks directly through the platform.

E Number A unique reference number generated by the DBS when a criminal record check is submitted. Applicants and organisations can use this number to track the status of a check on the DBS website.

Final Checks The last stage of completing a profile. During Final Checks, a user reviews each requirement, verifies the supporting evidence, and approves it. Once all requirements are approved, the profile is marked as complete. See Completing a Profile.

GSAT (General Security Awareness Training) A mandatory training requirement under UK Aviation Regulations. VettingGateway can send a GSAT training link to an applicant once their background checks have reached the required stage. See Additional Checks.

HMRC Integration A check that uses HMRC records to verify an applicant's UK employment and income history. Purchased as a credit from the Marketplace and configured within a custom bundle. See HMRC Integration.

Marketplace The in-platform store where organisations purchase credits for checks (e.g. DBS, HMRC, DVLA). Credits are deducted when a check is requested. See Marketplace.

Milestone A configurable checkpoint within a bundle that triggers a notification or task when a specific set of checks have been completed. Used for limited screening or interim vetting stages. See Milestones.

Organisation The business or entity using VettingGateway to vet applicants. Organisation administrators can configure settings, manage users, and create bundles.

Profile The record created for an applicant when they are invited to complete a background check. A profile contains the applicant's submitted data, required checks, uploaded documents, referee information, and activity history. See Introduction to Profiles.

Referee A person nominated to provide a reference for an applicant, either for an employment period or a gap in their history. Referees can respond online, by email, or by hardcopy. See Referees.

Reference A formal response from a referee confirming details about an applicant's employment, character, or activity during a specific period.

Reference Template A set of questions sent to referees when a reference is requested. Templates are associated with period types (e.g. Full Time Employment, Voluntary Work) and can be customised per organisation. See Reference Templates.

Right to Work Check A digital check that verifies an applicant's legal right to work in the UK. Processed through VettingGateway using a transactional bundle. See Right to Work Checks.

Team A group of users within an organisation who share responsibility for processing a set of profiles. Profiles can be allocated to teams automatically or manually. See Team Management.

Verified Company A company record that has been verified within VettingGateway, allowing it to be used as a reference source across multiple profiles. See Verified Companies.

Whereabouts An applicant's full history of locations and activities (employment, education, voluntary work, self-employment, gaps) over the required referencing period. Applicants are asked to account for their whereabouts without gaps when completing their profile.

Workflow The sequence of stages a profile moves through from invitation to completion. Each stage has a completion event that triggers the transition to the next stage. Workflows are configured in Organisation Settings and assigned to bundles. See Workflows.

Zone A subdivision of an organisation used to separate workloads, restrict visibility, and manage access. Available to Enterprise Hub licence holders. Each zone can have its own teams, bundles, and settings. See Zones.